HR coordinator job description template

Position Identification

1. Position Summary

The HR Coordinator manages day-to-day human resources administration, employee records, recruitment logistics, and onboarding for [ORGANIZATION_NAME]. Reporting directly to [REPORTS_TO_TITLE], this role serves as the primary point of contact for employee inquiries regarding workplace guidelines, standard benefits enrollment, and internal documentation. The role coordinates full-cycle hiring logistics, tracks health and safety documentation, and maintains compliance with applicable employment standards and occupational health and safety requirements across [PROVINCE]. By keeping personnel records accurate and administrative workflows efficient, the HR Coordinator ensures practical operational support for frontline supervisors and a dependable experience for all staff.

2. Key Responsibilities

2.1 Recruitment and Talent Acquisition Coordination (20%)

• Draft and post approved job advertisements to designated online job boards, local community employment centres, and the company website.
• Screen incoming employment applications against documented role criteria and submit shortlisted profiles to hiring managers.
• Schedule candidate interviews, prepare interview scoring packages, and coordinate interview logistics for [REPORTS_TO_TITLE] and department leads.
• Conduct structured employment reference checks and initiate background verifications in accordance with organizational hiring procedures.

2.2 Onboarding and Orientation Administration (20%)

• Issue standard offer letters, employment agreements, and new hire documentation packets upon candidate selection.
• Coordinate first-day orientation schedules, workspace provisioning, building access, and basic equipment distribution with department supervisors.
• Facilitate new employee orientations, ensuring accurate completion of tax forms, direct deposit information, and policy sign-offs.
• Deliver completed payroll packages to the bookkeeping function or input data into [PAYROLL_SYSTEM] within [N_BUSINESS_DAYS] of start dates.

2.3 HRIS and Personnel Records Maintenance (15%)

• Maintain confidential employee personnel files and electronic records within [HRIS_NAME] in accordance with applicable privacy standards.
• Process employee status changes, address updates, compensation adjustments, and department transfers within [N_BUSINESS_DAYS] of notification.
• Conduct semi-annual audits of personnel files to ensure all mandatory workplace acknowledgements, training certificates, and emergency contacts are current.
• Archive departed employee records in designated secure storage following established document retention rules.

2.4 Benefits and Leave Coordination (15%)

• Enroll eligible employees into [BENEFIT_PLAN_NAME] upon completion of the mandatory [WAITING_PERIOD].
• Process benefits changes, dependent updates, and terminations directly with the group benefits provider.
• Track employee vacation entitlements, sick leave, statutory holidays, and approved leaves of absence within [HRIS_NAME].
• Provide employees with standard benefits claim forms, plan booklets, and provider contact details upon request.

2.5 Occupational Health and Safety (OHS) Support (10%)

• Collect and log workplace incident reports, first aid treatment logs, and hazard reports for joint health and safety representatives.
• Maintain physical and digital health and safety bulletin boards, verifying that required statutory posters and safety policies are posted.
• Maintain records of workplace incident investigations, tracking completion of assigned corrective actions with [OWNER_OR_MANAGER].
• Coordinate return-to-work administrative forms and modified duties documentation in consultation with [REPORTS_TO_TITLE].

2.6 Training and Compliance Administration (10%)

• Track mandatory employee compliance certifications, including Workplace Hazardous Materials Information System (WHMIS), accessibility training, and safety credentials.
• Issue renewal notices to employees and their supervisors 30 days prior to credential expirations.
• Schedule internal and third-party training sessions, log attendance records, and file completion certificates in [HRIS_NAME].
• Distribute revised employee handbooks and operational standard operating procedures, tracking employee digital or physical acknowledgements.

2.7 Employee Support and Offboarding (10%)

• Answer day-to-day employee questions regarding workplace practices, paid time off balances, and general administrative processes.
• Coordinate offboarding workflows, including scheduling exit interviews, sending final paperwork, and tracking the return of company assets.
• Notify payroll, operations, and IT functions of departures to ensure timely preparation of the Record of Employment (ROE) and system access deactivation.
• Compile exit interview survey data quarterly and provide structured summary reports to [REPORTS_TO_TITLE].

3. Qualifications & Experience

Role Qualifications and Requirements

4. Competencies

Core Competencies and Behavioural Indicators

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

Physical and Environmental Demands

5.2 Performance Measures

Key Performance Indicators

5.3 Career Path

• Typical Prior Roles: Administrative Assistant, Receptionist, Office Coordinator, Customer Service Representative, HR Assistant.
• Typical Next Roles: HR Generalist, Talent Acquisition Specialist, People and Culture Coordinator, Office Manager, Payroll and Benefits Administrator.

5.4 Position Acknowledgement

This job description outlines the primary duties, responsibilities, and qualifying requirements for the HR Coordinator position at [ORGANIZATION_NAME]. It is not an exhaustive list of all duties that may be assigned. Operational requirements may change, and the company reserves the right to amend this job description with reasonable notice.

Employee Name:  ____________________________________
Employee Signature: _________________________________    Date: ________________________

Manager Name:   ____________________________________
Manager Signature:  _________________________________    Date: ________________________

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